UNIVERSITY OF VIRGINIA
FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL
TITLE: PAYROLL: EMPLOYEE RESPONSIBILITIES POLICY: XII.C.1x
Questions Concerning Payroll
When employees have payroll questions, they should FIRST see their
departmental payroll contact. The departmental contacts should be
able to answer most payroll questions.
Address Changes
Employees must notify the Payroll Department IN WRITING of any
address changes that occur during the year.
Student employees must also notify the Payroll Department IN
WRITING of any address changes that occur during the course of the
year, even if they have already notified the Registrar's Office of
the change.
Direct Deposit Authorization
Classified and faculty employees and interns/medical residents are
eligible for direct deposit of their paychecks. A completed Check
Deposit Authorization Form and two copies of the employee's deposit
slip must be sent to the Payroll Department. Authorization Forms
are available in the Payroll Department.
Former University employees who had direct deposit and who want it
restarted in their new position must:
Be eligible for direct deposit, and
Must complete a new Authorization Form.
NOTE: To authorize, change, or cancel Direct Deposit with the
University Credit Union, employees must visit the Credit Union.
The Payroll Department cannot directly establish, change, or
terminate a Credit Union Direct Deposit Authorization.
The following banks and savings and loans participate in the Direct
Deposit program:
Ameribank Savings Bank
Central Fidelity Bank
Jefferson Savings and Loan
Crestar Bank
Trust Bank Federal
F & M Bank Central Virginia
First Virginia Bank - Central
Guaranty Savings & Loan
Investors Savings Bank
Jefferson National Bank
NationsBank
University Credit Union
Virginia Federal Savings & Loan
For all employees, overtime checks CANNOT be directly deposited.
Even if an employee's regular salary checks are directly deposited,
overtime checks can only be disbursed by the Departmental Payroll
Distribution Officer.
Direct Deposit Changes
If a direct deposit employee needs to make a change involving the
direct deposit of the paycheck (e.g., changing banks, changing
accounts), then the employee must fill out a Check Deposit
Authorization Form. The authorization form, along with two copies
of the new deposit slip, must be sent to Payroll.
NOTE: Employees directly depositing their paychecks with the
University Credit Union must make all changes through the Credit
Union, not through Payroll.
Direct Deposit Cancellation
A completed Check Deposit Cancellation Form must be returned to the
Payroll Department to cancel direct deposit.
NOTE: Employees directly depositing their paychecks with the
University Credit Union must cancel direct deposit through the
Credit Union, not through Payroll.
Direct deposit authorizations, changes, or cancellations will be
processed according to payroll schedules. Payroll will notify
employees, in writing, of the effective date of any direct deposit
transactions.
Name Changes
Salaried Classified and Faculty Employees
Employees should request their department to notify the
Transactions and Records Division of the Department of Human
Resources when a name change occurs.
Employees must arrange with the Benefits Division of the
Department of Human Resources to complete new benefit, tax, and if
applicable, direct deposit authorization forms either during an
appointment or through the mail.
Employees will need to provide their social security card bearing
the name change to the Benefits Division.
To process a name change, departments must complete and forward to
the Transactions Division either a Faculty Personnel Action Form
for a faculty employee or a Personnel Change Notice for a
classified employee.
Wage Employees
Employees should notify their department of a name change and
complete a new W-4 tax form.
Departments must complete a new Wage Employee Form (WEF) to
process the name change. The new W-4 tax form and a copy of the
employee's social security card bearing the name change should be
attached to the completed WEF and forwarded to the Payroll
Department.
ISSUED BY: 03/12/92
Assistant Comptroller for
Accounting Operations 12.3.1.1